Minutes - 06/22/1999 - Board of TrusteesE
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VILLAGE OF OAK BROOK Minutes JUNE 22, 1999
UNOFFICIAL UNTIL APPROVED AS WRITTEN �
OR AS AMENDED _ BY VILLAGE BOARD ON
CDO, P-
( ) e)
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MEETING CALL:
The Regular Meeting of the Board of Trustees was called to order by President
Bushy in the Samuel E. Dean Board Room of the Village Commons at 7:31
p.m. Pledge of Allegiance was given.
ROLL CALL:
The Clerk called the roll with the following persons
PRESENT: President Bushy, Trustees Butler, Caleel, Craig, Kenny,
McInerney and Sa"vino.
ABSENT: None.
IN ATTENDANCE: Stephen B. Veitch, Village Manager; Michael A. Crotty,
Assistant Village Manager; Dale L. Durfey, Jr., Village Engineer; Tom Hawk,
Director of Community Development; Debra J. Jarvis, Fire Chief /Building
Commissioner; Bruce F. Kapff, Director of Information Services &
Purchasing; Darrell J. Langlois, Finance Director/Treasurer; Richard A.
Martens, Village Attorney; Ruth A. Martin, Library Director; Michael J.
Meranda, Public Works Director; Allen W. Pisarek, Chief of Police; Bonnie
Sartore, Bath and Tennis Club Manager; and Brian Bitterlin, William
Lindeman, Mark Schoppe, and Lieutenant Toni Stanfa, Fire Department
employees.
ANNOUNCEMENTS & OPEN FORUM:
Joe Fullan, 122 Timberview Drive, noted the Village Board's appropriation for
funding forestry in the Village's annual budget, as a large tree on his lot line
that had been damaged by lightning was replaced as part of this program. He
commended our Public Works Department personnel for removal of the tree
from the roadway and cleaning the area of debris. He also noted that there are
two (2) evergreens located at the corner of Twin Oaks and Timberview Drives
that need to be replaced. If these trees are located on the lot line, they will be
replaced also as part of the forestry program. He also commented of the
damage caused by Ameritech's vehicles during their storm damage repair in
the public right -of -way of frontage road. He remarked that he would ask the
Engineering Department to assist in getting this area repaired by Ameritech, as
their Homeowners Association is enhancing the vegetation in the entranceway
of their subdivision.
VILLAGE OF OAK BROOK Minutes 1 of 33
June 22, 1999
MEETING CALL
ROLL CALL
ANNOUNCEMENTS
AND OPEN FORUM
Trustee McInerney publicly thanked Village President Bushy for allowing him
to speak at the Flag Day ceremony of the Czechoslovakian Society of America
in Oak Brook.
4. APPROVAL OF MINUTES: MINUTES
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
minutes of the Committee -of- the -Whole Meeting of June 7, 1999 as presented
and waive the full reading thereof. VOICE VOTE: Motion carried.
Motion by Trustee McInerney, seconded by Trustee Kenny, to approve the
minutes of the Regular Meeting of June 8, 1999 as amended to read that
Agenda Item 5.F.1., WAIVE BIDDING AND AUTHORIZE
NEGOTIATIONS FOR CONSTRUCTION MANAGEMENT SERVICES -
LIBRARY AND MUNICIPAL BUILDING PROJECTS, be removed from the
Omnibus Agenda for discussion centering around the process used to select the
recommended construction management firm, responsibility over the
subcontractors and total project cost in comparison to using an owners
representative and general contractor and waive the full reading thereof.
VOICE VOTE: Motion carried.
5. OMNIBUS AGENDA:
Motion by Trustee McInerney, seconded by Trustee Caleel, to approve the
Omnibus Agenda. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
APPROVAL OF:
BILLS -
A. APPROVAL OF BILLS: Approved Omnibus Vote. $875,582.60
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APPROVAL OF PAYROLL:
1) FOR PAY PERIOD ENDING JUNE 12 1999:
Omnibus Vote.
PAYROLL -
Approved $384,796.95 (gross)
2) FOR RETROACTIVITY PAYMENTS - POLICE CONTRACT - $18,799.17 (gross)
JUNE 15, 1999: Approved Omnibus Vote.
CHANGE ORDERS:
CHANGE ORDERS:
1) CHANGE ORDER #1 - 31ST STREET BOOSTER STATION 31ST STREET
PROJECT: Approved Omnibus Vote. BOOSTER STATION
VILLAGE OF OAK BROOK Minutes
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June 22, 1999
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F.
PAYOUTS:
PAYOUTS:
1) PENTAMATION CONTRACT - PAYOUT #17 - COMPUTER COMPUTER SYSTEMS
SYSTEMS - $4,138.16: Approved Omnibus Vote.
2) CIVILTECH ENGINEERING, INC. - PAYOUT #8 - 31ST 31ST STREET
STREET BIKE ' TRAIL ' - PRELIMINARY ENGINEERING BIKE TRAIL
SERVICES - $833.67: Approved Omnibus Vote.
3) SCODELLER CONSTRUCTION, INC. - PAYOUT #1 AND 1999 CRACK
FINAL - 1999 CRACK SEALING PROJECT - $34,812.62: SEALING PROJECT
.Approved Omnibus Vote:
4) BOECKER ROAD MAINTENANCE INC. - PAYOUT #1 AND 1999 PAVEMENT
FINAL - 1999 PAVEMENT REJUVENATION -'$58,304.64: REJUVENATION
Approved Omnibus Vote.
5) CAROW ARCHITECT PLANNERS - PAYOUT #4 - LIBRARY LIBRARY DESIGN
DESIGN - $28,829.75: Approved Omnibus Vote.
6) NICHOLAS & ASSOCIATES - PAYOUT #6 - GOLF GOLF CLUBHOUSE
CLUBHOUSE EXPANSION - $254,139-00: Approved Omnibus EXPANSION
Vote.
7) GENCO INDUSTRIES, INC. - PAYOUT #I AND FINAL - 31 ST 31ST STREET
STREET BOOSTER STATION MODIFICATIONS - BOOSTER STATION
$146,000.00: Approved Omnibus Vote.
REFERRALS: None.
AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
2) AMBULANCE BILLING: Approved Omnibus Vote.
AMBULANCE BILLING
H. REQUEST FOR RELEASE OF FUNDS - OAK BROOK HOTEL OBHCVC - RELEASE
CONVENTION AND VISITORS COMMITTEE - FIRST OF FIRST QUARTER
QUARTER 1999 RECEIPTS TO DU PAGE CONVENTION AND 1999 RECEIPTS TO
VISITORS-BUREAU - $13,549.73: Approved Omnibus Vote. DCVB
I. ANNUAL DU PAGE COUNTY CHILDREN'S CENTER DU PAGE COUNTY
CONTRIBUTION - $2,000.00: Approved Omnibus Vote. CHILDREN'S CENTER
J. DU PAGE METROPOLITAN ENFORCEMENT GROUP (DUMEG) DUMEG CONTRIBUTIOr
ANNUAL CONTRIBUTION - $21,629.00: Approved Omnibus
Vote.
VILLAGE OF OAK BROOK Minutes 3 of 33
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June 22, 1999
K. ACCEPTANCE OF SUBDIVISION IMPROVEMENTS - KECK
SUBDIVISION: Approved Omnibus Vote.
6. ITEMS REMOVED FROM OMNIBUS AGENDA:
F. AUTHORIZATION TO SEEK BIDS OR PROPOSALS:
KECK SUBDIVISION
ACCEPT SUB. IMPRO
MENTS
1) WAIVE BIDDING AND AUTHORIZE NEGOTIATIONS FOR PARAMEDIC CONTRAC'
PARAMEDIC CONTRACT EXTENSION: EXTENSION
Trustee Craig requested Agenda Item 5.F.1., Waive Bidding and
Authorize Negotiations for Paramedic Contract Extension, be
removed from the Omnibus Agenda for discussion.
Village Manager Veitch explained that this is a recommendation that
the Village Board waive the bidding process and authorize
negotiation of a renewal of the existing contract that has been in place
with Paramedic Services of Illinois (PSI) since June of 1989 to
provide contract firefighter /paramedic personnel for the Oak Brook
Fire Department. Three (3) personnel were obtained, for many years,
pursuant to that contract, and, as of this spring with the conclusion of
the collective bargaining agreement between the Village of Oak
Brook and Teamsters Local Unit 714, the Village obtained the right
to increase the number of people, procured through the contract, so
long as the number of bargaining unit personnel does not fall below
twenty -eight (28). Two (2) vacancies were filled since negotiations
are completed, and the Village now has five (5) personnel under the
contract. The recommendation is that staff be authorized to negotiate
a new contract with PSI to continue that arrangement.
Motion by Trustee McInerney, seconded by Trustee Kenny, that based
on established Village policy of supplementing full -time
firefighter /paramedics with contract firefighter /paramedics,
competitive bidding be waived and authorize staff to negotiate
renewal of the contract with Paramedic Services of Illinois.
Trustee Craig asked why wouldn't the Village use more of its own
employees. President Bushy stated this is additional personnel for
staffing the Fire Department. Trustee McInerney stated that the
Board has a fiduciary responsibility to deliver services that meet the
requirements at the lowest cost. At the low end of the pay grade, the
additional cost currently for a sworn firefighter is approximately
$2,000, and at a high end of the pay grade would be an additional
$18,000. In addition, the firefighters were able to pass legislation that
VILLAGE OF OAK BROOK Minutes 4 of 33 June 22, 1999
will dramatically impact the Village of Oak Brook, as approximately
$550,000 in additional pension funds will be required to be paid
through an enactment of legislation.
Trustee Craig inquired if PSI was the only company available for this
service, and if not, and the Village is trying to save money, why not
investigate other services. Village Manager Veitch explained the
Village has used this company for all these years and the service has
been very satisfactory. There is an option to re -bid the services with
other potential suppliers. President Bushy stated that to change
companies now when there isn't any problems with their service
would require the five (5) contract firefighter /paramedics to be
replaced with new personnel that would have to be trained, and she
does not see a benefit to that consideration.
Fire Chief Jarvis explained that the average tenure of a contract
firefighter /paramedic is two (2) to four (4) years. Two (2) contract
firefighter /paramedics have been hired by the Village during the
contracts we have had with this company.
Trustee McInerney remarked that ten (10) maybe fifteen (15) bills
were passed and signed this year by the Governor that required
amendments to the State Unfunded Mandates Act that involved
additions to what, the firefighters are able to obtain through contract
negotiations.
President Bushy acknowledged that everyone that serves in elected
office and appointed officials, Fire Chief Jarvis and Village Manager
Veitch, clearly understand that it is our responsibility to provide
excellent medical service to all the residents of the Village of Oak
Brook.
ROLL CALL VOTE:
Ayes: 5 - Trustees Butler, Caleel, Kenny, McInerney and Savino.
Nays: 1 - Trustee Craig.
Absent: 0 - None. Motion carried.
G. ACCEPT AND PLACE ON FILE - TREASURER'S REPORT OF TREASURER' S REPORT
MAY 1999: MAY 1999
Trustee McInerney requested that Agenda Item 5.G., Accept and
Place on File - Treasurer's Report of May 1999, be removed from the
Omnibus Agenda to clarify why May earnings of 3.72% on Village
investments was lower than the benchmark rate of 5 %, and what is
the difference. Finance Director Langlois explained that during the
VILLAGE OF OAK BROOK Minutes 5 of 33 June 22, 1999
month of May the Village had a certificate of deposit yielding 6.5%
maturing, and that we were not able to reinvest at the same rate. The
investment in the Illinois Metropolitan Investment Fund is market to
market monthly. The yield on that investment is coupon income plus
changes in price. With the interest rates rising, that reduces the value
so that, in fact, the value of this investment actually decreased by
$6,000 during May.
Motion by Trustee Caleel, seconded by Trustee Butler, to accept and
place on file the Treasurer's Report of May 1999. ROLL CALL
VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
7. ACTIVE AGENDA (Items For Final Action):
A. APPOINTMENTS: ' No Business.
B. ORDINANCES & RESOLUTIONS:
1) RESOLUTION 1999- SD- PP &FP -R -726 A RESOLUTION
APPROVING THE PRELIMINARY AND FINAL PLAT OF
SUBDIVISION KNOWN AS SUE BOON SUBDIVISION
(3117 YORK ROAD, OAK BROOK, IL 60523):
Discussed and direction given at the Regular meeting of June 8, 1999.
The resolution approves the preliminary and final plat of the Sue
Boon Subdivision subject to the following conditions:
That funds shall be deposited with the Village for construction
of a pedestrian/bicycle path along York Road. In the
alternative, the developer may construct said path;
That the requirements for sidewalks, curb and gutters, street
lights and street trees be waived;
That the final plat and final engineering plans be revised as
necessary and the same approved by the Village Engineer;
That the existing home on Lot 2 shall be razed as a condition of
any permit for a new home on either Lot 2 or,Lot 3; and
That all other requirements, conditions and standards of the
Subdivision Regulations of the Village of Oak Brook, except as
waived or limited by this Resolution, shall be applicable to the
subdivision and development of said Sue Boon Subdivision.
VILLAGE OF OAK BROOK Minutes
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June 22, 1999
RES. 1999- SD -PP &FI
R -726
PRELIMINARY AND
FINAL PLAT OF
SUBDIVISION KNOWN
AS SUE BOON
SUBDIVISION
(3117 York Road)
Motion by Trustee Savino, seconded by Trustee Caleel, to pass
Resolution 1999- SD- PP &FP -R -726, "A Resolution Approving The
Preliminary And Final Plat Of Subdivision Known As Sue Boon
Subdivision (3117 York Road, Oak Brook, IL 60523) ", as presented
and waive the full reading thereof. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) ORDINANCE 1999- AL -RR -G -636 AN ORDINANCE
AMENDING ARTICLE V SECTION 3 -81 OF CHAPTER 3
ALCOHOLIC LIQUOR, OF THE CODE OF ORDINANCES OF
THE VILLAGE OF OAK BROOK ILLINOIS RELATIVE TO
PENALTIES FOR VIOLATIONS:
The Local Liquor Commissioner has suggested an amendment of the
maximum fine for violations of the Village's Local Liquor Control
Ordinance from $500 to $1,000. This proposed amendment conforms
with the State law, which now permits a municipality to impose a fine
not exceeding $1,000 per day for each violation of a liquor control
ordinance.
Motion by Trustee Caleel, seconded by Trustee Kenny, to pass
Ordinance 1999- AL -RR -G -636, "An Ordinance Amending Article V,
Section 3 -81 Of Chapter 3, Alcoholic Liquor, Of The Code Of
Ordinances Of The Village Of Oak Brook, Illinois Relative To
Penalties For Violations ", as presented and waive the full reading
thereof.
Motion by Trustee Caleel, seconded by Trustee Kenny, to pass
Ordinance 1999- AL -RR -G -636, "An Ordinance Amending Article V,
Section 3 -81 Of Chapter 3, Alcoholic Liquor, Of The Code Of
Ordinances Of . The Village Of Oak Brook, Illinois Relative To
Penalties For Violations ", as amended to correct the typographical
error in paragraph 3, "WHEREAS, the Village Manager and staff
have recommended a further amendment to Section 3 -81 of the Code
of Ordinances of the Village of Oak Brook, which section addresses
penalties for violations of the liquor control ordinance, to increase the
fine of a licensee who is found guilty of a violation to the maximum
permitted by law (235 ILCS 5/7 -5); and" and waive the full reading
thereof. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
VILLAGE OF OAK BROOK Minutes 7 of 33 June 22, 1999
ORD. 1999- AL -RR-
G -636
AMENDING CHAPTER
ALCOHOLIC LIQUOR,
RELATIVE TO
PENALTIES FOR
VIOLATIONS
Absent: 0 - None. Motion carried.
C.. AWARD OF CONTRACTS:
1) RENEWALS - VILLAGE OF OAK BROOK HEALTH AND
DENTAL PLAN, GROUP TERM LIFE INSURANCE AND
GROUP VISION INSURANCE:
All of the insurance policies and agreements relating to the Village's
employee benefit program are scheduled to expire on June 30, 1999,
the end of the 1998/99 plan year. The Village utilizes Health Plan
Management, Inc. (HPM) for third party claims administration, and
plan administration/consulting services are performed by the
Kennedy Consulting Group on retainer. Stop -loss and group term life
insurance coverages are placed on a net -of- commission basis through
use of the independent consultant rather than an insurance broker.
The Village became self - insured for employee health insurance on
July 1, 1993. While the Village is directly responsible for funding
health claims, there are also fixed costs associated with being self
insured, all of which are now up for renewal. The following are the
major components factored into the calculation of the equivalent
premium.
In 1998, the Village Board renewed a contract with Health Plan
Management for administrative services for a period of one year. The
contract includes performance guarantees relating to service issues
such as claim turnaround time and financial quality
(overpayments /underpayments). Staff continues to monitor the
performance of Health Plan Management with the assistance of the
Village's plan consultant, and the Village has experienced virtually
no unfavorable results in the past several years.
HPM has proposed a 3% increase to its per participant per month rate
(from $8.50 to $8.75), and no increase to its current annual renewal
fee of $900. Even with the 3% increase, these rates continue to be
very competitive. Based on the advice of our plan consultant, staff
recommends renewing the agreement with Health Plan Management
for third party claims administration services for a period of one year
at the rate of $8.75 /participant/month plus the $900 base fee.
Plan administration represents the amount necessary to cover the cost
of plan consulting services provided by Kennedy Consulting Group
($600 per month), and Health Plan Management's annual renewal fee
($900). Since 1996 when the Village began using an independent
VILLAGE OF OAK BROOK Minutes
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June 22, 1999
RENEWALS -
HEALTH AND DENTAL
PLAN, GROUP TERM
LIFE INSURANCE
AND GROUP VISION
INSURANCE
plan consultant, Kennedy Consulting Group has held their fee at
$500 /month. While the $100 per month increase for the 1999/2000
plan year seems substantial, it is still approximately half of what the
Village would pay if it were to enlist the services of an insurance
broker. Additionally, staff has increasingly called upon Kennedy to
provide advice, conduct research and serve as liaison between the
Village and HPM. On average, Kennedy provides 80 hours of service
to the Village annually, resulting in an hourly rate of $90 factoring in
the new monthly fee. The amount necessary to cover the cost of plan
administration for 1999/2000 would ' increase from
$3.23 /participant/month to $3.55 /participant/month.
Specific and aggregate stop -loss insurance is used to reduce the risk
associated with being self - insured by capping the amount of claims
for which the Village is responsible, both for an individual (specific),
and for the entire group (aggregate). The Village's current specific
stop -loss "deductible" is set at $25,000. The aggregate "deductible"
is determined by the insurance carrier based on 125% of anticipated
claims. The aggregate amount may vary depending on the actuarial
assumptions used by the insurance carrier, as each carrier has a
different view as to the anticipated total amount of our claims.
In order to secure contracts for the 1999/2000 -plan year, the Village's
third party administrator sought quotes from various reinsurance
carriers on a net -of- commission basis, and these quotes were
reviewed by staff and the plan consultant. Quotes were received from
eight (8) vendors including the Village's current provider, SLI, a
brokerage firm in Indianapolis underwritten by Peoples Security Life.
SLI proposed the lowest rates per participant, per month. Based on a
specific stop -loss "deductible" of $25,000, the Village would
experience a minimum 20% increase. in its stop -loss reinsurance
premiums for both single and family coverage. By assuming a higher
deductible of $30,000, the Village would experience an increase in its
stop -loss premiums of only 4 %, which translates to approximately
$17,000 less than if it maintains the current deductible of $25,000.
Since it would take more than three plan participants having claims
over the $30,000 deductible to make this change disadvantageous,
both the Village's plan consultant and third party administrator
recommend increasing the "deductible" to $30,000. Note that the
Village's stop -loss deductible has been set at $25,000 (a fairly low
level) since the Village became self - insured in 1993. It is advisable
and even necessary to periodically review the deductible, especially
when claims experience is trending upward. Until now, there has not
been sufficient economic reason to change it.
VILLAGE OF OAK BROOK Minutes 9 of 33 June 22, 1999
SLI's figures compare to our current rates, as follows:
Current Proposed
Specific - Single 21.57 /participant/mo. 22.52 / participant/mo.
Specific- Family 52.61 / part icipant/mo. 54.92 / participant/mo.
Aggregate 4.44 /participant/mo. 4.70 /participant/mo.
Although unlikely, it is still possible that the rates could change
depending on the Village's June experience. Barring a material price
change, staff recommends that the Village increase its stop -loss
deductible to $30,000 and retain SLI for stop -loss coverage at the
rates of $22.52 per participant per month for specific - single coverage,
$54.92 per participant per month for specific- family, and $4.70 per
participant per month for aggregate coverage.
Two other components needed to set equivalent premiums are the
PPO access premium and utilization review fee. Utilization review is
necessary to pre- certify hospital stays and treatments, and currently
HPM subcontracts ' pre - certification to Medical Cost Management.
HPM includes its PPO access premium in its utilization review fee,
and has not proposed a change in the current rate of
$4.70 /participant/month.
The Conversion Fee is a provision in the Village's plan that allows
former employees to elect to convert to an individual policy with the
selected vendor after their rights under COBRA have expired. This
provides the participant with the ability for continued coverage. This
option is provided by Celtic Life Insurance at the rate of $.60 per
participant per month, and the rate has not changed since it was first
instituted in 1993.
For the current plan year, staff did not change the equivalent
premiums because staff believes that anticipated claims would be
sufficiently funded without an increase. In effect, staff relied on the
favorable 1997/98 -plan year in making that decision. Furthermore,
the Village had increased equivalent premiums by 28% the year prior.
However, in reviewing claim experience for the 24 months ending
April 30, 1999, health insurance claims have risen. nearly 15% in
1999 as compared to 1998.
Using a blended approach, staff has arrived at an estimate of
1999/2000 claims that will result in an increase in equivalent
premiums of approximately 12.5 %. This is necessary in order to fund
VILLAGE OF OAK BROOK Minutes 10 of 33 June 22, 1999
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anticipated claims , while maintaining an appropriate reserve in the
self - insurance fund.
Taking into account, all of the components of the Village's health
insurance, the following are the recommended monthly equivalent
premiums for the coming year in order to fund the entire program:
Single Single +l FamLly
Claims
175.92
315.68:
463.11
Specific Premium
22.52
54.92
54.92
Aggregate Premium
4.70
4.70
4.70
PPO/Utilization
4.70
4.70
4.70
Claims Admin.
8.75
8.75
8.75
Plan Admin.
3.55
3.55
3.55
Conversion Fee
.60
.60
.60
Total
220.74
392.90
540.33
1998/1999 Rates
196.03
349.15
480.27
The Village is 100% self - insured for its dental insurance coverage,
with Health Plan Management again providing administrative
services. HPM's administration fee of $1.70 /participant/month has
not changed since July of 1997. HPM is proposing a $.10 increase to
the fee effective July 1, 1999, and the Village's plan consultant
indicates that this is still a competitive fee.
In addition, HPM has proposed a Dental PPO Plan that requires no
changes to the current plan of benefits, and that can be implemented
alongside the Village's standard indemnity program. Participants
who choose to have dental services provided by one of the PPO
dentists will receive those services at significant discounts. The cost
to implement the plan is $1.25 /participant/month, but staff is
confident that the savings realized through discounted services will be
more than offset by the cost to implement the plan.
For the upcoming year, staff recommends implementing the Dental
PPO Plan and increasing the monthly dental premiums from $16.32
to $19.30 for single coverage, and from $50.39 to $59.59 for family
coverage. This should be sufficient to fund administrative costs and
anticipated claims for the coming year.
The Village provides $50,000 of group term life insurance and AD &
D coverage to all full -time employees. The Village's current carrier,
American International Group (AIG), has agreed to maintain the
existing rate of $0.216 per $1,000 per month for the next two years.
VILLAGE OF OAK BROOK Minutes 11 of 33 June 22, 1999
L�
Because AIG has not proposed an increase, staff recommends
renewing the contract for another year at the rate of $0.216 per $1,000
per month. (Note that the rate is also net -of- commission.)
The Village utilizes Vision Service Plan (VSP) as its vision insurance
provider. . Employee coverage is paid for by the Village, with
dependent coverage being optional and fully paid for by the
employee.
Based on current year experience, VSP has not proposed an increase
to the current premiums of $7.71 for single coverage and $16.58 for
dependent coverage. Both Health Plan Management and Kennedy
Consulting Group are confident that another vendor would be unable
to offer the same benefits for the same or lower rates. Therefore, staff
recommends that the Village renew with VSP for an additional year
at the monthly rates of $7.71 /month for each employee and
$16.58 /month for dependent coverage.
Because the Village is a relatively small group, a few cases can
impact its overall experience significantly. This was the case in
1998/99. Even so, the Village's equivalent premiums remain
extremely competitive with those of similar plans. In any event, staff
will continue to manage the plan as cost effectively as possible.
Motion by Trustee Caleel, seconded by Trustee Kenny, to authorize
the Village Manager to enter into agreements for third party claims
administration services; specific and aggregate stop -loss insurance for
the Village of Oak Brook Health and Dental Plan; group term life
insurance; and group vision insurance; all for the period beginning
July 1, 1999 and ending June 30, 2000. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
2) DOCUMENT IMAGING SYSTEM:
The Village started this project in 1996 with Group 1 Resources (a
consultant staff used at the time to help plan for and implement
improvements to the Village's computer systems). Following a
review of possible vendors by Group 1 and software demonstrations
conducted by two firms, Village staff and Group 1 recommended that
Minolta Business Systems, Inc. be selected. However, because staff
was occupied by other major projects (e.g. installation of Village-
VILLAGE OF OAK BROOK Minutes 12 of 33 June 22, 1999
DOCUMENT
IMAGING
SYSTEM
wide network, change -out _ ' of Financial � -software systems)
implementation of the Minolta recommendation was deferred.
The proposed document imaging system will provide the Village with
many benefits, including:
1) Paper documents will be scanned into digital format and stored on
optical disks (one disk has the capacity to store the equivalent of
ten 4- drawer filing cabinets).
2) Village personnel will be able to electronically search for desired
documents, either through use of an index of terms, or through a
keyword search.
3) Accessibility through the network will reduce the need to make
multiple copies of the same document.
4) Document security and quick access to documents will improve
the work process.
The proposed system will , be operated primarily by the Village
Clerk's office, although it will be accessible by other users through
the Village's network (initially, five concurrent users may access the
system at any one time). The Clerk's office will scan all documents,
establish indices of the records, and retrieve documents for staff and
Village residents (FOI process). Future possible enhancements to the
system include expanding access to more staff (initially a five -user
license), moving to a web browser interface to permit direct access to
certain records by Village residents.
Minolta has recently updated their system configuration and pricing
with prices increasing 15% after June 30, 1999. Staff's
recommendation is that the Village purchase the Minolta networked
system that allows five (5) concurrent users to access the system for
$59,501, and the Microform scanner for $23,227, for a total cost for
scanning hardware and software to Minolta of $82,728. The total
project will also include items staff plans to acquire from other
vendors or Minolta (totaling approximately $15,000), such as NT
software, database software, back -up and virus software, tape back-
up, UPS, and other miscellaneous items. This brings the total project
cost to approximately $97,728. Standard software and hardware
maintenance costs will be charged to the I.S. Computer Maintenance
account (first year costs of $6,754).
VILLAGE OF OAK BROOK Minutes 13 of 33 June 22, 1999
The Village's 1999 Capital Budget includes funds in the amount of
$51,600 for this project ($38,600 from I.S. and $13,000 from the
Clerk). Staff had originally budgeted funds for a standalone system
that was selected in ,1996, but after review it was determined the
Village should upgrade to a five (5) -user license for greater
productivity. It is planned that the user capacity will expand to
additional departments as budgeted in future years.
The difference of $41,128 will be made up by various projects in the
I.S. budget that will not be proceeding this year. This includes
building permit and inspection software - $20,000 (held off due to a
staff retirement, will be rebudgeted in 2000), and a Police digital
image booking system - $25,000 (an improved but more costly
system will be rebudgeted in 2000).
Motion by Trustee Caleel, seconded by Trustee Savino, to waive
bidding since a competitive selection process has been completed and
issue a Purchase Order to Minolta Business Systems, Inc., Rolling
Meadows, IL, for the purchase of a document imaging system for a
not -to- exceed negotiated price of $82,728. ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
D. Y2K PREPAREDNESS - BATH AND TENNIS CLUBHOUSE:
Tabled at the Regular meeting of June 8, 1999. Pursuant to Village
Board direction at the May 25, 1999 meeting, staff has further
investigated options for supplying alternate power to the Bath and
Tennis Clubhouse in the event of an electrical power interruption.
With the assistance of Robert Carlson, owner of Pro Electric
Generators, Inc., a company specializing in the installation of
emergency generators, staff was able to confirm the required
generator size that would be necessary to power specific items as
discussed at the May 25, 1999 meeting. The items are the heating
system for the clubhouse/kitchen, the walk -in freezer and cooler, and
some lighting and outlets throughout the facility.
President Bushy indicated one issue is being able to use the Bath and
Tennis Club as a place for feeding and housing Village employees
during the Y2K time period if extended shift work is needed and
addressing the difficulties experienced presently in that facility with
power outages.
VILLAGE OF OAK BROOK Minutes
14 of 33
June 22, 1999
Y2K PREPAREDNESS -
BATH AND TENNIS
CLUBHOUSE
Village Manager Veitch remarked that the Sports Core Fund would
not, be able to fund any of the costs that are presently before the Board
on this issue. If it is the Village Board's desire to make any of these
investments in the Clubhouse facility, funds could be made available
from the General Corporate Fund. It would be important to identify
some general government purposes for that expenditure apart from
the enterprise activity that would benefit from it.
Trustee Caleel remarked he would vote for purchase as a worthwhile
investment. Trustee McInerney acknowledged that there is a wide
range of benefits to the Village to provide electrical power as listed
under Option 5.
Motion by Trustee Caleel, seconded by Trustee Savino, to approve
Option 5 described in Exhibit #2 attached to Public Works Director
Meranda's memorandum dated June 17, 1999 as follows: Purchase
and install sufficiently sized generator (50 KW) to power heating
system (200 amp. fused disconnect panel, located on locker room
roof), walk -in freezer and cooler (60 amp sub -panel, located in
kitchen store room), some interior building lighting circuits (200 amp
panel, located in Chef's office and 200 amp panel, located in office
area), and some kitchen appliances (200 amp panel, located in office
area). Genset would have to be in close proximity to the 800 amp
main electrical panel. Quote of $43,015 supplied by Pro Electric
Generators, Inc.
President Bushy commented on an article from Investors Business
Daily dated June 21, 1999 that discusses a "Right to Know Too
Much ? ". She read the following from the article: "What passed for
science fiction not so long ago -- factories controlled by faraway
computer commands -- is now reality. Michael Vatis, the chief of the
FBI's National Infrastructure Protection Center, gave Congress' Joint
Economic Committee some examples in March. - "( E)eectric power
grids and natural gas pipelines are controlled by computer systems,"
Vaits said. "Those computer systems may be linked to each other and
to company headquarters by publicly accessible telecommunications
systems." Of course, if systems are linked through public phone
lines, there's a risk hackers could crack them. The administration is
aware of the risks. In May 1998, the White House released a paper
detailing its strategy." "When the EPA stopped insisting that the
chemical info be published on the Net in November, an important
hitch remained. Citizens could still get that information by making
requests under the Freedom of Information Act." She stated further
that at the U.S. Conference of Mayors; John Koskinen, Y2K Director
VILLAGE OF OAK BROOK Minutes 15 of 33 June 221) 1999
to the White House, commented that cities and villages are still the
critical level of safety support and information. They feel that power
telecommunication and transportation will be all right. Their concern
of local difficulties revolves around the variety of fixes of companies
for Y2K. The federal government is concerned what affect it will
have on the system. They feel that local companies are not
communicating with each other and energy providers and hospitals
have not taken a very proactive stance on Y2K. He suggested that
local governments not over -react and make sure to receive factual
information. The greatest single risk to the entire population is
complacency and that there is a willingness to under react.
The government has a Web Site, "w.w.w.y2k.gov ".. There is a hot
line, 1- 888 - USA -4Y2K, for citizens to contact if they have questions.
President Bushy suggested a town meeting be held this Fall to
address the Y2K situation and encourage our residents to attend.
Trustee Kenny inquired if we purchase a generator do we need to go
to bid? Village Manager Veitch stated the Board has that option.
The Board may give staff a sense of direction to proceed in this
manner, and they will proceed as soon as possible to recommend the
steps that should be implemented. -
Public Works Director Meranda clarified that this is a small
generator, and it will not provide the entire needs of the Clubhouse.
Bath and Tennis Club Manager Sartore commented that the ability to
preserve food and host an event is a bigger consideration. Village
Manager Veitch suggested that staff will present, at the next Village
Board meeting, a recommendation to either authorize to solicit for
bids or an authorization to negotiate a contract with a particular
vendor.
Trustee Kenny suggested that this recommendation be given orally
this evening in a not -to- exceed amount.
Motion by Trustee Caleel, seconded by Trustee Savino, to amend the
motion to authorize the Village Manager to proceed with the purchase
of a generator as specified in Option 5 in a not -to- exceed amount of
$43,015.
Public Works Director Meranda indicated that screening would need
to be implemented around the generator for a permanent installation.
This was not incorporated into the proposal and requested that the
not -to- exceed amount be increased to accommodate the screening and
the removal of a large scrub to install a permanent pad.
VILLAGE OF OAK BROOK Minutes 16 of 33 June 22, 1999
1-6
Motion by Trustee Caleel, seconded by Trustee Savino, to amend the
motion to authorize the Village Manager to proceed with the purchase
of a generator as specified in Option 5 in a not -to- exceed amount
$45,000. ROLL CALL VOTE:
Ayes: - 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and
Savino...
Nays: 0 - None.
Absent: 0 - None. Motion carried.
President Bushy indicated that Agenda Item 7.E., Renewal Of Agreement For Use Of
Field Three In The Oak Brook Sports Core - Hinsdale Hurricanes is not an Active
Agenda Item and could be placed as Agenda Item 10.C. under Unfinished and New
Business where final action is not anticipated or it could be discussed with the
understanding that it is not placed for final action.
Trustee Savino remarked that a representative from Hinsdale Hurricane Soccer
Organization is here and asked if this could be discussed at this time. The Village
Board concurred with this recommendation.
E. RENEWAL OF AGREEMENT FOR USE OF FIELD THREE IN HINSDALE HURRICAN-
THE OAK BROOK SPORTS CORE - HINSDALE HURRICANES:
The current Village/Hurricanes agreement expires at the end of June
1999. Since the Village Board has assumed continuation through the
Five -Year Plan and budget process, staff is preparing to present a new
agreement shortly for the Board's consideration. The Village's
relationship since inception has been excellent and without any
difficulty in use or scheduling.
The Hinsdale Hurricanes Soccer Organization has requested that the
Village consider a five -year agreement when preparing renewal.
Since the Village has not previously entered into commitment on the
Open Fields for more than a two -year term, Bath and Tennis Club
Manager Sartore would like the President and Village Board to
provide their input prior to preparing a document reflecting such a
term.
Trustee Savino questioned why the Village would wish to burden
itself with an extended contract if we need to use the fields for other
activities. Bath and Tennis Club Manager Sartore explained that in
the existing Agreement the Village has the right to schedule any other
activities that it deems necessary under a fairly short notice. The
nature of their request for an extended agreement is in scheduling for
their tournaments, games and for the long term with a volunteer
VILLAGE OF OAK BROOK Minutes 17 of 33 June 22, 1999
organization that has changes with its Board members. She does not
feel the burden is any greater than that with Butler National Golf
Club for the driving range.
Trustee Kenny suggested that the arrangement would be for two (2)
or three (3) years but renewed every year. Trustee Caleel
recommended a rolling two -year agreement that if notice is not given
then it is always two (2) years. Village Manager Veitch suggested an
amendment, if and when the additional facilities will be in the show
field area, could change the nature of the agreement.
Village Attorney Martens recommended a rent escalator in the
agreement on a continuing basis. He stated if it is a rolling two -year
agreement, then this will have to be pointed out.
Trustee McInerney observed that the mission as Village Board
members should be the highest and best use of the land and what
would benefit the greatest number of our residents. He recommended
not going beyond a two -year agreement, as this usage is for a small
group of individuals which few are residents of Oak Brook. He stated
there are other soccer organizations that are interested in the use of
this land.
Trustee Kenny recommended a clause in the agreement that would
indicate a rolling two -year period subject to cancellation at the option
of the Village upon reasonable notice, if other opportunities presented
themselves.
Bath and Tennis Club Manager Sartore indicated there are other
organizations that include more of our residents, but they do not have
funds available for the rental usage of these fields and they are not
able to raise funds for usage of these fields.
John Meyers, Hurricanes Board of Director, addressed the Village
Board on their request to use these fields. They are not looking for
exclusive use of these fields, but there isn't space available for their
participants elsewhere. There are approximately 270 girls that
participate based by high school districts, and they advertise in the
newspapers for participants. They wish to hold the State Cup
Tournament in Oak Brook also.
Trustee Caleel suggested that Village Attorney Martens incorporate
in the agreement that the use of these fields shall be open to all Oak
Brook children and advertise for their participation, that it be a two -
year rolling agreement with a rent escalation clause and they do not
VILLAGE OF OAK BROOK Minutes 18 of 33 June 22, 1999
Z6
have the absolute right of the fields and that they may be used for
other purposes including other soccer activities.
President Bushy recessed the Village,Board meeting at 9:25 p.m.
The Village Board meeting was called to order at 9:39 p.m.
8. INFORMATION & UPDATES:
A. VILLAGE PRESIDENT:
President Bushy clarified for the record that the Consent Agenda has
been instituted to save time in routine matters before the Village
Board. All of the items under the Consent Agenda have been given
in detail to the Board of Trustees before the Board meetings so they
are fully aware of what they are voting upon in the Consent Agenda.
A Board member may remove, at any time, an item under the
Consent Agenda for discussion. Staff sets the Consent Agenda for
the Village Board meetings.
She spoke of the U. S. Conference of Mayors session addressing
Internet sales tax transactions. They formed a working committee of
larger cities and recommended that smaller municipalities work with
their municipal leagues and State governors to address this issue.
Ken Aldersen, Illinois Municipal League Director, attended the
conference and President Bushy requested that Oak Brook be able to
participate with the Governor and Illinois Municipal League when
they address this issue. The U. S. Conference of Mayors anticipates
that this will be a state - operated program to address this issue.
The Census was discussed at the Conference also. They
recommended that municipalities work now to address this issue with
their residents by forming a Complete Count Committee. This would
be a group of residents that would actively participate in getting all
residents to understand the value of a complete count in Oak Brook.
She suggested the Presidents of the Homeowners Associations would
be excellent for this. They recommended that the community be
aware that the census information is not available to any other branch
of government but the Census Bureau. The documents are sealed for
seventy -two (72) years by federal statute. By law, the Village has to
provide a list of all residents. Residents need to understand that the
census form must be completed and mailed or someone will come to
their residence for the information.
VILLAGE OF OAK BROOK Minutes 19 of 33 June 22, 1999
INFORMATION AND
UPDATES:
VILLAGE PRESIDENT
The Village Board of Trustees concurred with the Village President's
recommendation that the Presidents of the Homeowners Associations
be the Complete Count Committee.
President Bushy further indicated that the Conference dealt with the
issues of drug control, violence, guns and violence in schools. She
will meet with the Village Manager and Police Chief to address these
issues and will present some suggestions to the Village Board of
Trustees. She thanked the Board for their support in her attendance
of these meetings.
B. VILLAGE MANAGER:
Village Manager Veitch explained that Senator Walsh and
Representative Durkin have been invited to attend a Village Board
meeting to address the results of the recently concluded legislative
session in Springfield. They may be addressing the Board July 12,
13, or 27, 1999.
The Tennis Dome was dismantled for summer storage, since it is a
temporary structure that requires it to be dismantled otherwise it
would have to have a - fire suppression system as a permanent
structure.
9. DEPARTMENTAL REPORTS: No Business.
10. UNFINISHED AND NEW BUSINESS (Final Action Not Anticipated):
A. RECOMMENDATION - VILLAGE OF OAK BROOK - 600 OAK
BROOK ROAD - SPECIAL USE - LIBRARY:
The Village of Oak Brook proposes to construct a 24,000 square foot
public library, together with associated parking and enclosed garden
spaces on a site approximately three (3) acres in size on the 270 -acre
Oak Brook Sports Core. The site is located approximately 140 feet
north of Oak Brook Road (31 st Street) and 800 feet west of Grant
Street along the south edge of the Sports Core property. The site
includes the area formerly occupied by horse stables.
The site was selected after a lengthy process that considered sites on
public property owned by the Oak Brook Park District, School
District 53 and the Village. The voters authorized location of the
Library on the Sports Core by referendum in November 1996.
Subsequently, the sufficiency of the referendum process was litigated
through the appellate level with the Village ultimately prevailing.
VILLAGE OF OAK BROOK Minutes 20 of 33 June 22, 1999
26
VILLAGE MANAGER
VILLAGE OF OAK
BROOK - SPECIAL
USE - LIBRARY
(600 Oak Brook
Road)
The proposed building is positioned on the site to maximize views
across the Sports Core open fields and to avoid soils less suitable for
building ..construction toward the western side of the site. The
building essentially straddles existing Polo Road as it turns north
along the west side of the open fields. The entrance to Polo Road
would be relocated approximately 1,000 feet west of its current
location and meander north to rejoin existing Polo Road north of the
site.
The property on which the Library is to be located is zoned CR
Conservation/Recreation. Libraries are provided for as special uses in
the CR District pursuant to Section VI -A 2(0 of the Zoning
Ordinance. The extremely large size of the zoning lot in question
renders most of the applicable bulk regulations moot in this case, with
the exception of front yard setback and structure height.
Section VI -A 7 (a) (2) of the Zoning Ordinance requires a 100 -foot
setback from Oak Brook Road. The site plan as drawn indicates a
setback of 146 feet to the edge of the parking area south of the
building. This setback was determined based on the anticipated
transfer or right -of -way to DuPage County by the Village of Oak
Brook in connection with the County project to improve Oak Brook
Road between York Road and Jorie Boulevard. Although the
Ordinance provides that no yard or density penalty would result from
this conveyance of right -of -way for road widening, the Village
desires that the setback that remains after the improvement be
substantial and in conformity with CR District requirements.
Approximately 42 feet of right -of -way will be conveyed in this
particular location.
With respect to structure height, Section VI -A 6 of the Zoning
Ordinance limits structure height for special uses in the CR District to
40 feet. The elevation drawings indicate a structure height of
approximately 36 feet 4 inches.
The Zoning Ordinance requires one (1) off - street parking space per
500 feet of floor area for libraries, museums and art galleries. The
site plan provides 94 spaces, nearly double the 48 required. This has
been done in order to comfortably accommodate users of the public
meeting rooms and Library staff simultaneously with Library patrons.
Section 7.2 of the Rules of Procedure of the Oak Brook Plan
Commission provides that the Commission shall consider certain
factors in its review of applications for special use permits. The
VILLAGE OF OAK BROOK Minutes 21 of 33 June 22, 1999
Z6
Village's assertions relative to the Section 7.2 factors, and suggested
findings pertaining to same, are as follows:
(a) For proposed uses operated by a public agency or proposed
uses traditionally affected with the public interest, the
proposed building or use at the particular location
requested is necessary or desirable to provide a service or a
facility which is in the interest of the public convenience.
The proposed use at this particular location is desirable to provide a
service (i.e., an adequate public library for Oak Brook) which is in the
interest of the public convenience. The site is located on a major
thoroughfare, near community recreation facilities, adjacent to a
major link to the community's safety pathway system, and convenient
to Butler Junior High School. The site is already owned by the
public, obviating the need to acquire land for the project at a very
substantial cost. Furthermore, use of the Sports Core property for
cultural pursuits is consistent with the wishes of the former owner of
the property, community founder Paul Butler, as expressed in a letter
addressed to the residents of the Village of Oak Brook dated June 3,
1977.
(b) The proposed building or use will not cause substantial
injury to the value of other property in the neighborhood in
which it is located.
The Library will enhance the area of the Sports Core in which it will
be located, as well as the larger neighborhood. Indeed, a state- of -the-
art library will enhance the value of property throughout the Village.
There will be no detrimental impacts on adjacent property; the
Library will be located more than 800 feet from the nearest occupied
structures (the homes on Grant Street).
(c) The proposed building or use will be so designed, located
and operated that the public health, safety and welfare will
be protected.
The building and site plan have been designed as to provide a facility
that takes advantage of the natural beauty of the Sports Core while
remaining safe and accessible to vehicles, bicycles and pedestrians. It
will conform to all applicable accessibility codes. The Library will
be extremely distant from neighboring property, but will be adjacent
to and quite visible from a major traffic artery.
VILLAGE OF OAK BROOK Minutes 22 of 33 June 22, 1999
In summary, the Village of Oak Brook seeks approval of a special use
permit to locate the Oak Brook Public Library on a portion of the Oak
Brook Sports Core pursuant to the applicable provisions of the
Zoning Ordinance. No variations are being sought and the project
has been sited and designed so as to have no material impact at all on
any adjacent property.
,The Plan Commission, on May 17, 1999, held the required hearing
for the Village's petition for Special Use approval for the Library to
be located on the Sports Core property.
During public testimony, one (1) resident raised questions regarding
the location of the building and expressed the opinion that the
building should be relocated to the west of the proposed location
regardless of the soil conditions: , It was argued that this location
would avoid the loss of, open space that is used for soccer, parking
and special events.
The Plan Commission, by a vote of 6 to 0, passed a motion
recommending approval of the Library Special Use on the basis that
the proposal satisfied the standards for Special Use as stipulated in
the Zoning Ordinance and including the following conditional
elements:
1) 'Parking lot lighting will be turned off within thirty (30) minutes
after the library closes for the night with the exception of lighting
necessary to provide for effective security of the facilities.
2) Exterior lighting will be so designed to avoid visibility of light
sources and spillage onto adjacent properties.
3) Prior to the Zoning Board of Appeals public hearing, staff in
conjunction with the design architect will develop cost estimates
for construction west of the proposed location taking into account
the poor soil bearing conditions. Such information will then allow
the best - informed decision regarding the building location.
Library Architect Carow indicated in a letter to Village Manager
Veitch dated May 26, 1999 that to relocate the Library approximately
fifty (50') to sixty (60') feet west the following costs would be
incurred:
1) Bad soils are found in this area to the west requiring deeper
foundations and footings. The estimated additional cost to the
project is $70,000.
VILLAGE OF OAK BROOK Minutes 23 of 33 June 22, 1999
2) Moving parking further west will destroy an existing grove of
trees, thirty (30) of which are identified as having value. To
replace all of them is estimated to be $300 per tree or $9,000 total.
Obviously not each tree needs to be replaced.
3) The land pitches sharply downward just west of Carow's proposed
access road. To move the road requires major filling, a new
culvert, and retainage of the slopes estimated to cost another
$70,000. The road can be left where it is but it will be atop the
space allocated for future parking. Any expansion or addition to
the building will be without convenient parking.
The Zoning Board of Appeals, on June 1, 1999, held the required
public hearing regarding the Village's petition for Special Use to
locate the new Public Library at the Sports Core.
The Board was in receipt of the Plan Commission recommendation
for approval.
One (1) resident spoke in support of the Library and another, was in
support, but objected to the location of the facility stating that he
thought it should be located further west as originally planned. He
felt the impact of the loss of open field space at the proposed location
was more than enough to offset the increased costs relating to the bad
soil conditions at the original location. ,
It was the consensus of the Zoning Board of Appeals members that
the Standards for Special Use specified within the Zoning Ordinance
were satisfied and a motion was passed by a vote of 4 to 0
recommending approval of the Special Use for the Library. The
motion included the following conditions:
1) The development shall be in substantial conformity with the plans
as submitted.
2) All parking lot and exterior building lighting shall be designed to
minimize visibility of light sources and spillage affecting the
homes to the east.
3) Parking lot lighting shall be turned off within 30 minutes after the
library closes for the night except for necessary security lighting.
Trustee Savino asked if anyone wished to speak for or against this
issue. No one spoke.
VILLAGE OF OAK BROOK Minutes 24 of 33 June 22, 1999
Motion by Trustee Savino, seconded by Trustee McInerney, to direct
the Village Attorney to draft the necessary ordinance for consideration
at the Regular meeting of July 13, 1999. VOICE VOTE: Motion
carried.
B. CODE REVIEW PROJECT - CHAPTER 12 AND PUBLIC WORKS
CONSTRUCTION STANDARDS:
Final substantive drafts of the comprehensive amendments to Chapter
12 of the Code of Ordinances (Public Works) and of the associated
Public Works Construction Standards were distributed to the Village
Board on June 11, 1999. At the Board meeting of June 8, 1999 and
again in the memorandum that covered the documents last week,
Village Manager Veitch suggested the following schedule for
consideration:
June 11, 1999 - Substantive documents distributed to Village
Board;
June 22, 1999 - Ordinances introduced as New Business and
placed on file for public review;
July 13, 1999 - Ordinances considered for adoption on Active
Agenda.
The ordinances that are involved in adoption of these new provisions:
1) An ordinance adopting the comprehensive amendment to Chapter
12;
2) A policy ordinance 'adopting the Public Works Construction
Standards (by reference); and
3) An ordinance amending Chapter 2 of the Code to:
a) Establish the office of Village Engineer (moved from Chapter
12),
b) Establish the office of Public Works Director,
c) Eliminate the office of Commissioner of Noxious Weeds.
COMPREHENSIVE AMENDMENT TO CHAPTER 12
The Comprehensive Amendment to Chapter 12 incorporates relevant
provisions of existing Chapter 12, appropriate provisions that more
accurately reflect the Village's current practices, and several new
provisions. Highlights of the new chapter are described in the
following paragraphs.
VILLAGE OF OAK BROOK Minutes
0
25 of 33
June 22, 1999
CODE REVIEW -
CHAPTER 12 AND
PUBLIC WORKS
CONSTRUCTION
STANDARDS
Article I - Definitions. This is a new article that provides needed
definition of terms used throughout the Chapter. Of particular note is
that "work" requiring a permit is defined to include both actual
construction and access across a public way (e.g., construction
equipment driving across a curb and parkway to get to an existing
house to build an addition will need a permit for work within the
right -of -way). Access across a parkway can damage Village property
or located at an inappropriate place for sight distance or safety.
Article II - In General. This article states the purpose and
applicability of Chapter 12 and contains general provisions.
Provisions that deal with permit expiration, notices of violation,
revocation and stop -work procedures are new and have been needed
in the Code. Other significant provisions include:
• Section 12 -23 prohibits the discharge of sump pumps or roof
drains in the right -of -way with certain exceptions. This provision
will help address a chronic problem faced in the field by Public
Works and Engineering personnel.
• Section 12 -33 provides for waivers and variations in the
discretion of the Village Board, a dose of flexibility missing from
the current Code. The provision is conceptually akin to waivers
provided for in the Subdivision Regulations. Of course, the
Board would not be asked to consider a request without a
technical recommendation from staff.
Article III - Construction Regulations and Standards. This article
references the Public Works Construction Standards. Of key
importance is the statement that the Village shall use sound
engineering judgment when administering the Standards and the
Village Engineer may vary them upon approval of the Village
Manager in specific cases in keeping with the spirit of the Standards.
This is important to permit some flexibility in dealing with the
peculiar construction issues of a given site.
Article IV - Water. This article, which governs the operation of the
water utility, is broken into divisions.
Division 1 - Generally. Contains general provisions
concerning the water system including a prohibition on resale or
distribution of water to another premises and prohibition of
connections between the Village system and private wells. A new
provision requires that no new well may be constructed without first
VILLAGE OF OAK BROOK Minutes 26 of 33 June 22, 1999
registering with the Public Works Director by supplying a copy of the
DuPage County Health Department Permit Application. This takes
the place of the current requirement of the Village issuing a permit,
but provides the Village with necessary notice.
Division 2 - Water Service Lines and Connections. Most of
these provisions are from the current Code. They include such things
as permits for water service lines, ownership of water service
connections (from the main to the shut -off valve) and extensions
(from the shut -off valve to the building). The previous requirement
concerning separate water services for domestic and fire lines has
been deleted. Simply put, the requirement is not needed and Oak
Brook is the only municipality in the area that requires such separate
lines.
Division 3 - Water Meters and Billing. Most of these
provisions are from the current Code with some updating and
clarification. Items covered include meter requirements, maintenance
and repair, payment liability, contested bills, and non - payment of
bills. .
Division 4 - Restrictions on Use. Only minor changes from
the existing provisions have been made.
Article V - Trees, Shrubs and Weeds. This is a new article that
brings together certain provisions of the existing Code and provisions
missing from the current Code but needed for an effective forestry
program. Highlights of the article include:
• Any trees or shrubs located within public rights -of -way are public
property and that trees planted within public ways need a permit.
Approved species are listed in the Public Works Construction
Standards.
• Any tree or shrub overhanging a public way must be pruned to
not interfere with street lighting or sight lines of motorists or
pedestrians.
• The Dutch Elm disease section of existing Chapter 12 (section 12-
19) has been expanded to include any infectious disease.
• The noxious weeds section of the Code has been moved here and
deleted from Chapter 2 (sections 2 -94 through 2 -98).
VILLAGE OF OAK BROOK Minutes 27 of 33 June 22, 1999
Article VI - Fees, Charges and Bonds. This article expands and
updates the current provisions. It includes provisions pertaining to
performance security and default procedures for various kinds of
applicants. It is important to note that security is not required of a
municipal corporation or a homeowners association organized as a
not - for - profit corporation, or for tree or shrub installation.
The remainder of the article addresses the wide variety of fees and
charges normally associated with public works construction,
including water connections and use. Highlights include:
• Plan review and inspection fees are not required to be paid by a
municipal corporation, a homeowner's association organized as a
not - for - profit corporation, a public utility whose franchise
agreement states otherwise, or a telecommunications retailer that
is paying a telecommunications infrastructure maintenance fee.
In addition, no such fees are required in connection with tree or
shrub installation.
• A significantly modified scheme for water connection fees. The
unduly complicated existing scheme, under which residential
connections are charged on the basis of meter size and
commercial connections pay an estimate that is adjusted three (3)
years later based on the 25th through 36th month of actual water
use, is replaced prospectively by a unified fee schedule based on
the size of the service. New customers will be charged for their
connections proportionally based on the amount of water that can
move through the service line. Although this change is probably
revenue negative, this approach is more consistent with normal
utility practice.
Y
• The Fire Protection Line Charge is maintained and applied
whether or not the customer connects a separate fire line if the
main service also provides fire suppression connection. However,
the Fire Protection Water Supply charge is deleted. This charge is
highly unusual, and has long since outlived its purpose of
encouraging installation of fire sprinklers.
The rest of the fee provisions are not particularly significant. There is
no change in water consumption charges (the retail water rate).
The sections of existing Chapter 12 that deal with stormwater
management (section 12 -361 through 12 -363) have been deleted since
those provisions neither needed nor applicable given the Village's
VILLAGE OF OAK BROOK Minutes 28 of 33 June 22, 1999
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previous adoption of the DuPage County Stormwater and Floodplain
Ordinance. Likewise, sections 12 -407 through 12 -410 dealing with
private water wells have been deleted since wells are under the
jurisdiction of the DuPage County Health Department.
PUBLIC WORKS CONSTRUCTION STANDARDS
Previously, Othe staff maintained two documents entitled "Public
Works Standards for Subdivisions" and "Public Works Standards for
Permits" as a guide to applicants regarding normal subdivision and
permit procedures and standards. These two documents have now
been combined into one. The proposed Chapter 12 provides for
adoption of the standards by reference. Use of the policy ordinance
methodology is appropriate for this purpose.
The Public Works Construction Standards are organized into the
following categories:
General Items. * Several general topics are covered. In particular,
two subjects deserve special mention:
• Mailboxes - Mailboxes'on normal wood or metal posts would be
allowed without a permit. Other structures, such as masonry
monuments, would require a permit and an indemnification
covenant.
• Objects Within Parkways - This establishes a policy regarding
placing private objects within a the right -of -way according to
three categories:
1. Objects that are allowed within parkways as a matter of right and
do not require a permit. Examples include grass, flowers, flexible
reflectors, wooden lathe stakes (often used to mark driveways in
winter), and normal mailbox posts.
2. Objects that are allowable under a permit. Examples include
sprinkler lines, light posts, small identification walls,
ornate /substantial mailbox structures, "mirror" ornate mailbox -
type structures, trees and shrubs. This category also differentiates
between objects that should or should not be placed within ten
feet adjacent to the back of curb or edge of pavement.
3. Objects that are prohibited in the right -of -way. Examples include
larger boulders, vertical pipes, berms and private retaining walls.
VILLAGE OF OAK BROOK Minutes 29 of 33 June 22, 1999
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Pavements and Sidewalks. This section includes the construction
details from the existing Chapter 12 (sections 12 -44 through 12 -49)
as well as, other Oak Brook standards and policies. Some items of
particular interest are:
• Pavement restoration shall be accomplished as soon as practicable
and temporary repair with bituminous mixture shall be provided
within one day.
• On arterial and major collector streets (16th Street, 22nd Street,
Jorie Boulevard, north Spring Road, north Windsor Drive, and
York Road) that require stricter regulation to maintain the orderly
and safe flow of traffic, no work will be performed during the
morning and afternoon rush hours.
• On other streets, work can be performed during peak_ hours with
proper traffic management.
• The minimum allowable structural number (D) for pavements is
3.0 which is slightly higher than the current Code requirement of
2.8 (this means an extra 1/2 inch of surface asphalt). Staff
recommends that the current standard be increased based on the
performance of the Village's subdivision roads.
Street Lighting. The street lighting standards within existing
Chapter 12 (section 12 -96) have been revised to reflect actual practice
within residential subdivisions. In commercial street areas, lighting is
approved on a case by case basis.
Street Trees. Acceptable street trees are listed along with other
general standards for planting.
Traffic Signals. Requires that Opticom traffic pre - emption
equipment be installed in all traffic signals.
Utilities. This section attempts to balance the legitimate need and
rights of public or private utility companies with those of the Village
with respect to insuring that the primary purpose of the roadway, that
being the passage of vehicular traffic, is maintained to the greatest
extent possible.
Water system. Contains the construction standards from the existing
Chapter 12 (section 12 -68) as well as other current Village standards.
VILLAGE OF OAK BROOK Minutes 30 of 33 June 22, 1999
`6
Engineering Permits. Provides permit applicants with detailed
instructions and establishes the General Permit Conditions that are
made a part of every Engineering Permit.'-
-..
Subdivisions: 2 - Provides ' applicants with detailed instructions
pertaining to subdivision improvements and contains actual
specifications that any - subdivision 'involving infrastructure
improvements must include.
Standard Details. Contains a large collection of actual construction
drawings, schematic examples and catalog cuts that have become
Village standards.
The documents have been forwarded to Presidents of all Oak Brook
Homeowners Associations for information and comment. Many of
the provisions of critical interest to residents and associations have
previously been discussed with the Presidents. If the Board is
comfortable with proceeding toward formal consideration of these
three ordinances, a motion placing them on the Village Board Active
Agenda for July 13, 1999 would be in order. Staff will report to the
Board in the meantime concerning any comments received and any
further changes to the documents that the staff recommends based on
such comments.
Trustee Savino inquired if large boulders or mailbox monuments
would be grandfathered or will they be required to be removed.
Village Manager Veitch indicated the mailboxes have been
implemented pursuant to a permit but with respect to the large
boulders, they are being identified as a hazard to the public. The
Village has asked that they be moved away from the public right -of-
way.
Trustee Kenny indicated that many residents have lawn sprinkler
systems within the public right -of- -way, and when the snowplows
damage the systems, why isn't the Village liable for repair? Village
Manager Veitch stated it is a Village Board policy that those sprinkler
systems are allowed in the public right -of -way, by permission of the
Village, but they are at the risk of the owners of the sprinkler system.
If the Village digs up the sprinkler system for any reason, they do not
reinstall it. President Bushy explained there are many ways to design
a sprinkler system that would not be torn up by a plow due to the
location and projection of the equipment.
VILLAGE OF OAK BROOK Minutes
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June 22, 1999
President Bushy inquired if Chapter 12, page 25, the general subject
of cross connections, could be tightened up or must the Village
follow Illinois State Statutes. - Public Works Director Meranda
indicated that the Village may be more restrictive than what the State
allows, as it mirrors the model ordinance from the Illinois
Environmental Protection Agency. He indicated that for private wells
there may not be any connection between two pipes. It refers to
commercial establishments that have boilers or heating water systems
that have a connection to the water supply-for the apparatus. She
asked that this be made clearer and that it is prohibitive in a
residence. ' Public Works Director Meranda explained that the
DuPage County Health Department regulates private wells and does
not allow connections, and our own Building and Plumbing Code
also establishes that in Illinois State Plumbing Code.
Trustee Savino inquired that DuPage County previously required a
backup : value between sprinkler system pipes and the water supply
pipes to your home. Public Works Director Meranda explained that
prior to 1992 the Code only required an atmospheric breaker between
the Village's water supply and a sprinkling system. Subsequent to
1992, a reduced pressure backflow preventer has to be inspected on
an annual basis. The Village's commercial residents are being
inspected at this time, and at some point in time our residential
residents will have to be addressed. Staff has calculated over 1,400
residential sprinkling systems are installed in the Village presently
and a high percentage was installed after 1992. In the Five -Year
Financial Plan, Public Works Director Meranda will propose
contracting manpower for these annual inspections. Village Manager
Veitch commented there is a question as to whether the provision of
the Illinois State Plumbing Code may be applied retroactively prior to
1992.
President Bushy asked if anyone wished to make a public comment.
William Lindeman, 11 Pembroke Lane, stated that he is not aware
that the residents in Brook Forest have been notified to remove the
boulders. Regarding the payment of sprinkler repairs, he felt that
sprinklers benefit everyone and the neighborhood. He asked for
consideration of a case by case basis. His main concern is the objects
in the public right -of -way as proposed in Chapter 12. The mailbox
monuments, mirror mailbox monuments and boulders would clutter
the curbside area of the residential home.
Village Manager Veitch addressed Mr. Lindeman's concerns with the
following comments: that things permitted in the right -of -way are
permitted now, and the Village is clarifying what won't be permitted.
VILLAGE OF OAK BROOK Minutes 32 of 33 June 22, 1999
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Secondly, the Homeowners Associations do not have a decision in the
public. right -of -way, as their jurisdiction stops at the property line.
The Village Engineer, Public Works Director and Village Attorney
addressed these issues and have made it more restrictive of what may
be placed in the public right -of -way. The monument mailboxes are
occurring because the residents demanded that they be allowed to be
implemented, while boulders over eight (8 ") inches may not be
located in the public right -of -way.
11. OTHER BUSINESS PERTAINING TO VILLAGE OPERATIONS: None.
12. ADJOURN TO CLOSED MEETING:
Motion by Trustee Caleel, seconded by Trustee Butler, to adjourn at 11:08 p.m.
to a Closed Meeting to discuss the appointment, employment or dismissal of an
officer or employee.
Village Attorney Martens indicated the ordinances would be brought before the
Village Board at their next Regular meeting of July 13, 1999.
ROLL CALL VOTE:
Ayes: 6 - Trustees Butler, Caleel, Craig, Kenny, McInerney and Savino.
Nays: 0 - None.
Absent: 0 - None. Motion carried.
13. ADJOURNMENT:
Motion by Trustee Butler, seconded by Trustee Savino, to adjourn the meeting
at 11:51 p.m. VOICE VOTE: Motion carried.
ATTEST:
Linda K. onnella, CMC /AAE
Village Clerk
Bot062299
VILLAGE OF OAK BROOK Minutes
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June 22, 1999
ADJOURN TO
CLOSED MEETING
ADJOURNMENT